You can create custom modules to organise and track data that is unique to your company. There are two distinct custom modules spaces: Employee custom modules and Company custom modules. Understanding the difference helps you choose the right module for your data and ensure the right access.
Employee custom modules: These are designed to store information specific to employees or specific teams.
Company custom modules: These are used to collect company information relevant to the entire company or specific teams.
📌 Note: Learn more about company custom modules in Company custom modules.
Best practice
Employee custom modules allow you to manage sensitive, compliance-related, or legal documents as well as track an employee's professional growth and evaluations.
Feel free to be as creative as you want! This module is designed for flexibility, so don't hesitate to think outside the box to manage any employee-specific data unique to your company.
Examples
Examples
IDs / passports / visas: Track expiration dates and store copies of essential identification and travel documents.
Background checks: Record and store the results and details of pre-employment screening.
Insurance info: Keep organised records of an employee's insurance and medical benefit details.
Diplomas: Record and store academic achievements, certifications, and licenses.
Reviews: Document performance appraisals, development plans, and 360-degree feedback.
How to create a employee custom module
Click + Add custom module.
Enter a unique name and choose an icon. Adding a description is optional. Click Add and continue to proceed.
Change the field's order, edit one or more fields, or click + Add field to create customised fields. Once you're satisfied with your changes, click Next step to proceed.
Choose the appropriate access level for users and customise how the folder will be displayed, including table column options. Click Save configuration to finalise. Your new employee custom module is now available for use.
Types of fields
Types of fields
Default fields
The following fields are automatically created and cannot be edited except for: name.
Name: item name
Created by: name of the person who added the item
Created at: timestamp of when the item was added
Additional fields
Single line text: If you allow for one line of text to be typed.
Multi line text: If you allow for multiple lines of text to be typed.
Single select: If you want people to only select one option from a drop down list.
Multi select: If you want people to select multiple options from a drop down list.
Date: If you allow people to enter a single date.
Date range: If you allow people to add a range of dates.
File: If the field allows adding a file.
Number: If the field requires entering numbers.
Single employee: If you want to allocate the item to a single employee
Checkbox: If you want to ask a question requiring to check a box
💡 Tip: You can set up reminders for date fields. These reminders can be configured to trigger at a specific time relative to the date itself and can be assigned to inform individual employees, entire teams, or specific roles within the company.
How to upload an item
Once your employee custom module is created you can start adding items.
In your left-side menu go to Employees → Custom modules, then click on the module where you want to add an item.
Click + Add item, a right-side menubar pops up.
Fill in the fields and click Add item to save.
Access levels
Configure access for each employee custom module by specifying which employees or teams can view and/or edit its items.
Click on Employee custom modules and select the custom module you wish to update the access level for.
Click Edit access levels to modify its fields.
To save click Save changes.
📌 Note: Learn more about access levels in User roles and access levels.
Settings
Open a custom module by navigating to Settings → Employee data → Custom modules. From here you can perform the following actions:
Fields
Add a new field
Reorder fields
Edit field names
Set required fields
Duplicate a field
Archive a field
Items
Add an item
Edit items
Delete items
Download items as a ZIP file.
Export a list of all items as a CSV file.
Options and access
This section is where you customise how employees interact with the items in the folder and how the content is displayed.Comments: Enable or disable the ability for users to add comments on items.
Access / Custom access levels: Set who can view and edit the items for pre-defined roles or create custom access levels.
Display and table columns: Adjust the custom module's layout, and the visible data columns.
Manage
Adjust the custom module's name, description and icon or archive the custom module.
